NYC HPD Bed Bug Annual Report Filing Guide for Managers

NYC property owners and managing agents of multiple dwellings must file an HPD Bed Bug Annual Report each year from December 1 through December 31.

The report covers November 1 through October 31 and summarizes total units, infested units, units where eradication measures were used, and re-infested units. Current HPD property registration is required, and co-op and condo reports are building-level aggregate filings. (NYC311, Bed Bug Annual Report)

The December filing window arrives fast, and the form itself is short. What takes time is everything before it: collecting bed bug history from unit owners and tenants, reconciling partial responses, confirming your registration is current, and making sure the right person actually logs into HPD Online and submits the report for every building in the portfolio.

This guide covers who must file, what HPD asks for, how the co-op and condo structure affects the process, and what proof must be retained after submission. The workflow and calendar sections include an optional look at how Boardly can help firms track these obligations across multiple buildings.

This is a practical workflow guide based on current NYC HPD and NYC311 guidance, not legal advice. Confirm the live HPD portal and current agency instructions before submitting any filing.

What the NYC HPD bed bug annual report is and who must file

The Bed Bug Annual Report is an annual compliance filing required under Local Law 69 of 2017, which added reporting obligations to the NYC Housing Maintenance Code. Every owner of a multiple dwelling must attempt to obtain bed bug infestation history from occupants and unit owners, then submit a building-level aggregate report to the NYC Department of Housing Preservation and Development (HPD).

The filing is not a pest-control log, a treatment plan, or a unit-by-unit disclosure form. It is a structured data submission that rolls building-wide history into four aggregate counts. HPD makes the submitted information publicly available through HPD Online and the NYC OpenData Bedbug Reporting dataset.

Registered property owners and managing agents of multiple dwellings are authorized to file. The building's property registration must be current before HPD will accept the submission. According to NYC311 and HPD guidance, HPD may issue a violation after the December 31 deadline for buildings that did not file.

The HPD filing itself has no cost, as confirmed on the HPD Bedbugs page. Management software, legal review, and pest-control services are separate.

Do NYC co-ops and condos need to file a bed bug annual report?

Yes. HPD's Bedbug Annual Reports FAQ states that co-operatives and condominiums are required to file. The cooperative corporation or condominium corporation is the filing entity, not the individual shareholders or unit owners. The board or managing agent consolidates unit-level information into one building-level submission.

Role	Filing responsibility
Cooperative or condominium corporation	Registered filing entity; responsible for submission
Managing agent	Typically prepares and submits on behalf of the board
Dwelling unit owner (non-owner-occupied)	Provides infestation history to the board or managing agent
Tenant or occupant	Responds to outreach; provides history to unit owner or managing agent
Filing administrator	Ensures HPD registration is current; confirms submission and receipt

Individual shareholders or unit owners do not file separately with HPD. The building report covers the entire multiple dwelling.

When is the annual bed bug report due and what period does it cover?

The filing window is December 1 through December 31 each year. The report covers bed bug activity from November 1 of the prior year through October 31 of the current year, as confirmed by NYC311 and the HPD FAQ.

Those two windows are different things and both matter. The data collection period closes October 31, so managers need all unit responses in hand before December 1 to file accurately.

Event	Date
Reporting period opens	November 1, 2025
Reporting period closes	October 31, 2026
Filing window opens	December 1, 2026
Filing window closes	December 31, 2026
HPD property registration deadline (separate)	September 1, 2026

Note: Confirm exact dates and any portal changes on the live HPD Bedbugs page before submitting.

What is the filing window for the 2026 report?

The 2026 Bed Bug Annual Report covers the period November 1, 2025 through October 31, 2026. It must be filed between December 1 and December 31, 2026. HPD guidance and portal instructions should be reviewed directly before submission, as procedures can change between publication of this guide and the filing window. Check the live HPD Online portal for any updated instructions.

What information must a manager collect before filing?

HPD requires four aggregate values for the multiple dwelling as a whole. These are not unit-by-unit disclosures. The manager collects information from individual units and rolls it up into one building-level submission.

According to the HPD Bedbugs page and the HPD FAQ, the four required aggregate fields are:

HPD field	What to count
Total dwelling units	All units in the building, regardless of infestation status
Units with a bed bug infestation	Units where an infestation occurred during November 1 through October 31
Units where eradication measures were used	Units that received treatment or other control measures during the period
Re-infested dwelling units	Units that had an infestation return after eradication measures were applied

Before opening the HPD filing portal, a manager should have all four counts confirmed and reconciled. Incomplete submissions will be rejected.

One useful pre-filing discipline is to build a simple internal tracking sheet: one row per unit, with columns for unit identifier, occupant name, infestation reported (yes/no/unknown), eradication applied (yes/no), and re-infestation noted (yes/no). This is an operational tool, not an HPD-required form. Its value is that it produces the four aggregate numbers quickly when December arrives.

For managers using Boardly's compliance calendar to track NYC building deadlines, the pre-filing worksheet can be stored as a building record alongside the eventual HPD receipt.

How should managers handle missing resident responses?

HPD requires that owners use best efforts to obtain infestation history from all units, as stated in the HPD FAQ. The guidance does not prescribe a mandatory outreach format or a specific number of attempts.

A practical internal log should track:

Unit or building identifier
Outreach date and channel (email, notice under door, letter)
Response status (received / no response)
Follow-up date
Escalation owner

This log is a recommended operational control, not a substitute for the official filing. Its purpose is to demonstrate that the building made a documented effort to gather accurate information before submitting the aggregate counts. Self-managed co-op and condo boards can use the self-managed NYC board checklist as a starting point for organizing this kind of outreach record.

What is different for owner-occupied and rented co-op or condo units?

In a co-op or condo building, not every unit is owner-occupied. Some units are sublet or rented, which adds a step to the information-gathering chain. HPD guidance addresses non-owner-occupied units: the dwelling unit owner is responsible for collecting history from their tenant and providing it to the cooperative or condominium board for inclusion in the building filing.

The board or managing agent cannot always reach tenants directly, so the handoff from unit owner to board is a real operational gap. Identifying which units are sublet, and which unit owners have not yet responded, is part of the pre-filing preparation that is easy to miss when it is tracked only through email.

According to HPD FAQ guidance, the filing is a building-level aggregate, so all unit information must flow through to whoever is submitting. Confirm the current ownership structure and specific HPD instructions for your building type before filing.

Who gathers unit history and who submits the building report?

Participant	Information role	Filing role	Evidence to retain	Escalation point
Board / cooperative or condominium corporation	Coordinates collection	Signs off on submission	Outreach record, unit responses	Legal counsel or managing agent
Managing agent	Gathers unit data, reconciles counts	Submits via HPD Online	Outreach log, receipt, posting record	Board president or filing administrator
Dwelling unit owner (non-owner-occupied)	Provides unit history to board	No direct HPD filing role	Communication with board or managing agent	Board secretary
Tenant or occupant	Responds to owner outreach	No direct HPD filing role	None required from tenant	Dwelling unit owner
Filing administrator	Confirms registration, completes submission	Files on behalf of entity	HPD receipt, submission date	Board or senior manager

Where the exact ownership structure is unusual, confirm responsibility with HPD or qualified legal counsel before filing.

What must happen after the HPD bed bug report is filed?

Filing the report is not the last step. HPD guidance and the required signage and notices page describe post-filing obligations that buildings must complete:

Receive the HPD filing receipt. After processing a properly completed report, HPD sends the owner a receipt. If no receipt arrives, follow up with HPD before assuming the filing was accepted.
Provide or post the receipt. The receipt must be provided to tenants upon lease commencement or renewal, or posted in a prominent public location in the building.
Distribute or post the DOHMH notice. The NYC Department of Health and Mental Hygiene (DOHMH) Stop Bed Bugs Safely brochure must also be distributed or posted in a prominent location, as required under HPD's post-filing rules.
Retain proof of how the information was provided. The owner must keep a record of distribution or posting. This is a separate obligation from the filing itself.

Skipping the post-filing steps is one of the more common gaps in a co-op or condo compliance workflow. The filing window closes December 31, but the notice and retention work continues into January.

How should a manager preserve proof of filing and notice delivery?

A complete evidence bundle for each building should include:

The HPD filing receipt (saved as a PDF or stored in the building's document record)
Submission date and building address
Log of how the receipt was posted or distributed, including date and location or distribution method
A copy of the DOHMH Stop Bed Bugs Safely notice used
Record of the board update confirming filing completion

These are recommended operational controls. The underlying HPD requirements are the legal standard. The evidence bundle supports the building's ability to demonstrate compliance if a question arises later.

How to track an HPD bed bug filing across multiple NYC buildings

For a firm managing several co-op or condo buildings, the bedbug filing nyc obligation multiplies in a direct and predictable way: one set of steps per building, same December window, different unit counts, different outreach status, different filing administrators. A single calendar reminder is rarely enough.

A five-stage workflow keeps the work organized from data closeout through January proof review:

Stage	Timing	Owner	Evidence	Escalation
Confirm HPD property registration is current	By September 1	Managing agent or filing administrator	Registration confirmation	Board or senior manager
Close the November 1 through October 31 reporting period	October 31	Managing agent	Outreach log, unit responses	Board
Collect and reconcile four aggregate counts	November 1 through November 30	Managing agent	Pre-filing worksheet	Filing administrator
Assign filing ownership and submit via HPD Online	December 1 through December 31	Filing administrator	HPD receipt	Board or senior manager
Archive receipt, post or distribute notices, update board	December through January	Managing agent	Posting record, DOHMH notice copy, board update	Board president

Before the December window opens, Download a 2026 NYC compliance calendar as a planning resource for sequencing this work alongside other annual filings.

A consistent process matters more than a sophisticated tool. What breaks down in a portfolio context is not the December filing itself but the November outreach and reconciliation work that feeds it.

What should a portfolio dashboard show before December 1?

Whether tracked in a spreadsheet or a purpose-built platform, a pre-filing view for each building should cover:

Building address and HPD registration status (current / lapsed)
Reporting period confirmed (November 1, 2025 through October 31, 2026)
Total unit count confirmed
Outreach status per unit (responded / no response / not applicable)
Number of missing responses
Filing administrator assigned
Filing status (not started / in progress / submitted)
HPD receipt stored (yes / pending)
Receipt posted or distributed (yes / pending)
DOHMH notice posted or distributed (yes / pending)
Board update completed (yes / pending)
Escalation owner and next action

HPD does not require this exact dashboard structure. It is an operational planning tool that helps a manager confirm readiness before the filing window opens.

How Boardly keeps HPD filing work visible across a portfolio

Boardly is a compliance and records platform built specifically for NYC co-op and condo buildings. For firms managing several buildings, Boardly's compliance calendar surfaces deadline-driven tasks, including annual HPD filings, so nothing disappears into a shared inbox.

Boardly publishes this guide and is included as an optional workflow example. It does not replace HPD guidance, legal advice, or the official HPD filing portal.

Explore Boardly's compliance calendar to see how deadline visibility works across a portfolio of NYC buildings. The platform is designed around the workflows that property managers and boards encounter repeatedly, including the kind of multi-step, evidence-heavy filing process the HPD bed bug report requires.

Boardly feature references checked July 2026. HPD filing instructions can change, so confirm the live HPD portal and current agency guidance before submitting.

Use a compliance task, document record, and board update together

The HPD bed bug filing workflow maps naturally to three things Boardly can help organize:

Compliance task with assigned deadline. The December filing can be added as a tracked task with a named owner and a due date visible to the managing agent and board.
Document record. The pre-filing outreach log, the HPD receipt, and the DOHMH notice copy can be stored in the building's document record so they are findable the following year and during any compliance review.
Board update. Once the filing is complete and notices are posted, a status update can be recorded in the board-facing section of the building file, giving the board a clear completion record without requiring a separate email thread.

Boardly can help organize these steps. It does not automatically submit the HPD form, import data from HPD, or guarantee a filing outcome. The managing agent or filing administrator still reviews, confirms, and submits through the HPD Online portal directly. To see how other firms use the platform, review Boardly success stories.

When Boardly is not the right fit for this filing

A single self-managed co-op building with a well-organized board secretary and a consistent annual calendar may not need a portfolio platform to manage one filing each December. A carefully maintained spreadsheet with the five stages outlined above, a shared document folder for receipts, and a calendar reminder set for October 1 may be entirely sufficient.

Boardly is a stronger fit when a managing agent handles multiple buildings, when filing ownership changes from year to year, or when proof of compliance needs to live somewhere more durable than a shared drive. It does not replace HPD, legal counsel, pest-control professionals, or the manager's responsibility to gather accurate information before filing.

Readers evaluating broader software categories can compare NYC property management software for context on how different platforms approach the co-op and condo market.

Frequently asked questions about NYC bed bug filing

When is the NYC bed bug annual report due? It is filed between December 1 and December 31 each year, per NYC311 and HPD guidance.

What period does the HPD bed bug annual report cover? It covers bed bug activity from November 1 of the prior year through October 31 of the current year, as confirmed by NYC311.

Do NYC co-ops and condos have to file the report? Yes. HPD's FAQ states that co-operatives and condominiums are required to file a building-level aggregate report.

Does a building need to file if it had no bed bugs? Yes. HPD's FAQ states the report is required even when the building is bedbug-free.

What information does the report require? HPD requires four aggregate counts: total units, units with an infestation, units where eradication measures were used, and re-infested units. See the HPD Bedbugs page.

What if a tenant or unit owner does not respond? The owner must use best efforts to obtain information from all units, per HPD's FAQ. An internal outreach log documents those efforts.

Can one account file reports for multiple buildings? Yes. HPD's FAQ confirms that owners can use one login to file reports for multiple buildings.

Can a cooperative or condominium corporation file on paper? No. Corporate ownership types, including cooperative and condominium corporations, must use electronic filing under HPD's rules and the HPD FAQ.

What happens after the report is filed? The owner must provide or post the HPD receipt, distribute or post the DOHMH bed bug notice, and retain evidence of how the information was provided, per the HPD Bedbugs page.

Final decision checklist for managers and boards

Before the December 31 deadline, confirm each item for every building in the portfolio:

HPD property registration is current (deadline: September 1)
November 1 through October 31 reporting period is closed and data is reconciled
Outreach sent to all relevant unit owners and tenants; responses documented
Four aggregate values (total units, infested, eradicated, re-infested) are confirmed
Filing administrator is assigned for December 1 through December 31
Building is filed electronically via HPD Online (required for co-ops and condos)
HPD filing receipt received and stored in the building's records
Receipt posted or distributed to tenants as required
DOHMH Stop Bed Bugs Safely notice posted or distributed
Proof of posting or distribution is retained
Board has a clear written completion update

If your firm manages several NYC co-ops or condos, request a Boardly walkthrough to see whether a portfolio compliance calendar and building document hub fit this workflow. For broader background on the platform, read how Boardly was built for NYC boards.

HPD Bed Bug Annual Report Tracking for NYC Co-op and Condo Managers